Scheduling training integration
Sparkrock 365 integrates scheduling and training.
Configuring a training unit
The following sections include information about how to configure a training unit.
Training unit
A training unit is a location where all training can be scheduled. A training unit can be created using one of the following methods:
Through the integration to Training Registration
Manually
The training unit serves all areas. Depending on whether you have multiple areas or only one area, the configuration that is required differs as follows:
If you have multiple areas, configure an area specifically for training, and then assign this area to the training unit.
If you have only one area, link the training to that area.
To configure a unit as a training unit, on the Schedule Unit Card page, turn on Training Unit.
Note
Note:
Only one unit per company can have the Training Unit turned on.
Training unit activities
Multiple training activities can be configured. For example, training activities can have different pay codes, hourly rates, dimensions, and can be included or excluded from payroll.
Only one activity can be selected as the default. The default activity is used when no other activities have been specified and when shifts are created from training.
For information about how to create units and activities, see Set up employee scheduling.
Updating the scheduling information for training
When an update to your schedules is required because of training, you must perform several additional steps to fill in all the mandatory information for the integration.
Participants and employee assignments with scheduling
As part of completing the training, you must specify and finalize the list of participants on the training lines. Only registered participants with active assignments that are eligible for scheduling will be part of the integration. The employee assignments must be active and not on leave for the dates that are specified on the daily schedule.
When the integration to Scheduling is triggered, the employee assignment that are used in scheduling are calculated in the following order:
If the training overlaps with an existing shift, use the assignment from that shift.
If the training does not overlap with an existing shift, use the assignment that has the Eligible for Scheduling field selected with the highest Schedule Selection Priority for the employee assignments.
If the employee does not have an assignment that is eligible for scheduling, the integration will not be processed.
Create daily schedule
To specify the individual dates and start and end time for the training, you must fill in the daily schedule. This task can be performed manually or using the Create Daily Schedule action.
To create a daily schedule
Choose
, enter training registrations, and then choose the related link.The Training Registrations page opens.
Select the training registration for which you want to create a daily schedule, and then on the action bar, choose Manage > View.
The Training Registration page opens.
On the action bar, choose Create Daily Schedule.
The start and end time are automatically populated from the start and end time of the training. If required, you can update the dates. For example, you may want to update the dates for the following scenarios:
The dates are blank.
You would like to extend the duration for the purpose of blocking the time in scheduling to include travel time.
Choose OK.
The Daily Schedule section of the training is populated for all the dates between the start and end date. If any of the dates are not applicable, for example, weekends or non-working days, these dates can be deleted.
Training Activities
You can specify the activities to be added to the shifts that are created when the training is applied to the schedule. If you leave this section empty, the default training activity is used.
You can specify activity per pay type or for all pay types, as well as start and end time. This setup allows different activities to be used for salary and hourly assignments and, if required, breaking the activities for a shift to multiple ones with different dimensions.
When creating shifts, training activities are defaulted as follows:
Training Registration - Pay Type = All, will always default to this activity for the training.
Training Registration - Pay Type = Salary, will default to this activity when the assignment is salary.
Training Registration - Pay Type = Hourly, will default to this activity when the assignment is Hourly.
Training Registration - Pay Type = Per Diem, will default to this activity when the assignment is Per Diem.
If Training Registration is not configured, the default training activity is used.
If neither is configured, when the Update Schedule action is chosen an error is displayed.
Updating the Schedule
After the training record is completed and you are ready to update the schedule with the training details, you must choose on the Training Registration page, the Update Schedule action.
Depending on whether shifts exists, when the Update Schedule action is chosen, Sparkrock 365 performs one of the following:
Training does not match an existing shift:
- Training Daily Schedule:
Start Time End Time Day 1 9:00 AM 3:00 PM - Update Schedule:
Start Time End Time Day 1 9:00 AM 3:00 PM Training matches a shift:
- Training Daily Schedule:
Start Time End Time Day 1 9:00 AM 3:00 PM - Shift:
Start Time End Time Day 1 9:00 AM 3:00 PM - Update Schedule:
Start Time End Time Training Shift 9:00 AM 3:00 PM Vacant Shift 9:00 AM 3:00 PM Training shorter than the shift start and end date:
- Training Daily Schedule:
Start Time End Time Day 1 9:00 AM 3:00 PM - Shift:
Start Time End Time Day 1 8:00 AM 4:00 PM - Update Schedule:
Start Time End Time Training Shift 9:00 AM 3:00 PM Vacant Shift 9:00 AM 3:00 PM Original Shift Split 8:00 AM 9:00 AM Original Shift Split 3:00 PM 4:00 PM Training longer than the shift start and end date:
- Training Daily Schedule:
Start Time End Time Day 1 9:00 AM 3:00 PM - Shift:
Start Time End Time Day 1 11:00 AM 1:00 PM - Update Schedule:
Start Time End Time Training Shift 9:00 AM 3:00 PM Vacant Shift 11:00 AM 1:00 PM Partial Overlap
1 - shift starts before the training and ends before:
- Training Daily Schedule:
Start Time End Time Day 1 9:00 AM 3:00 PM - Shift:
Start Time End Time Day 1 7:00 AM 2:30 PM - Update Schedule:
Start Time End Time Training Shift 9:00 AM 3:00 PM Vacant Shift 9:00 AM 2:30 PM Original Shift Split 7:00 AM 9:00 AM 2 - shift starts after the training and ends after:
- Training Daily Schedule:
Start Time End Time Day 1 9:00 AM 3:00 PM - Shift:
Start Time End Time Day 1 10:00 AM 5:00 PM - Update Schedule:
Start Time End Time Training Shift 9:00 AM 3:00 PM Vacant Shift 10:00 AM 3:00 PM Original Shift Split 3:00 PM 5:00 PM
Applying a template to a schedule and training shifts
It is possible that a training registration is applied to the schedule and training shifts are created before the schedule is put in place. If this scenario occurs, when a template is applied to the schedule, the existing training shifts must be considered.
When a template is applied to a schedule after a training has been applied, the following events occur:
The overlapping shifts are updated as described in Updating the schedule. Overlapping shifts are shifts that are coming from the template and occur at the same time period as the training.
The employee assignments on the training shifts that have an overlap with a shift are updated with the assignment of the shift. This event only takes place when the training shift Status is not equal to Transferred or Posted.
When even one training shift for an employee has a Status that is equal to Transferred or Posted or has a Clock In or Clock Out, and a shift coming from the template has any overlap, applying the template results in an error being displayed.
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